Grants & Research Administrator- Pediatrics

Department:
SOM KC Pediatrics (PEDS)

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Pediatrics
Position Title:
Grants & Research Administrator- Pediatrics
Job Family Group:
Professional Staff
Job Description Summary:
The Grants and Research Administrator- Pediatrics (GRA-P) develops the business practices/ systems related to procuring grants and other research awards as well as maintaining all pre-award, post-award and internal research support financial records, management/ compliance reporting, determination of expense eligibility in accordance with University/ Research Administration requirements and distributes periodic status reports to the Vice Chair for Research/ Department Administrator and/or project leaders (research faculty). This position develops and maintains automated systems which accurately provide information on project-specific budget variances, analyses and project-specific expense forecasts. They are responsible for staff new hire HR paperwork and funding changes, timely requisitioning and receiving of all goods and services, reconciles credit card statements and responds to ad hoc requests regarding financial transactions and helps with pre award, post award and internal research support. The GRA-P under general direction from the Vice Chair for Research, Chair of Pediatrics and Associate Chair of Pediatrics, is responsible for determining and executing the most efficient, accurate and secure methods of personnel and financial management. GRA-P works with sensitive and confidential information.
Job Description:

Required Qualifications
Education: Bachelor’s degree with an emphasis in accounting, finance or business related field. A combination of education and related work experience may substitute for degree on a year for year basis.
Work Experience:

• Experience in developing and managing budgets.

• Experience in producing and administering federal grants (eg. NIH, HRSA, NSF, AHRQ).

• Progressive responsibility in accounting, financial management, budgeting, or similar activity in a large corporation or university or non-profit organization.
  Experience in preparing contracts, subcontracts and/or memorandums of understanding.

• Knowledge of (GAAP) accounting methods, mathematical skills, problem solving skills, and proven track record of thoroughness and attention to detail.

• Working knowledge of accounting software or advanced skills in MS Excel spreadsheet development (or equivalent).

Preferred Qualifications
Education: Master’s degree in accounting, business or related field.

Work Experience:

• Previous employment in a university setting and direct interactions with research faculty in a grant’s role.

• Experience with funding agencies (NIH, PCORI, HRSA) which provide support to the research community and/or knowledge of Federal regulations related to grants including Office of

• Management and Budget Circulars A-21 and A-110.

• Experience with Workday financial systems.

• Experience with MS Access, MS Word, and preparing presentation quality graphs/charts.

• Supervisory experience

• Experience with customer service methods and process improvement.

Skills:

• Organizational skills, attention to detail, time management skills,

• Excellent independent judgement, problem solving and communication skills.

• Strong interpersonal skills for interaction and communication with diverse groups of people.

Job Duties

• Supports the Vice Chair for Research and Project Leaders with the administrative functions including, but not limited to, Human Resources, Compliance, pre award grants preparation and post award grants reporting.

• Develop an understanding the overall operation and ensure that financial support and accountability exist to enable those missions.

• Develop conceptual designs and implement/maintain automated financial management procedures and systems related grants and department research.

• Develops budgets for various grants and research projects, including funding from all sources (state, grant, gift, etc.).

• Acts as the lead person for the creation and tracking of the research budget for the department including preparing research related budgets and analyzing and preparing documentation for all external research funds into a budget spreadsheet.

• Compiles financial data necessary to manage grant budgets; coordinates comprehensive assembly of financial data including grant expenditures, payroll, interdepartmental billings, encumbrances, etc. for both KUMC and KUMC-RI accounts. Will also need to work with outside entities (children’s hospitals, other universities, etc.), when necessary, to provide related information in grant budgets and other grant documents.

• Prepares and manages budgets for grant applications. Conducts compliance/audit reviews with granting agency expenditure guidelines and reports results to Vice Chair as required.

• Monitors the expenditure of funds to ensure that they are spent for the intended purposes, that expenditures are tracked, and that obligated and unobligated balances are identified. Oversees grant expenditures to budget to prevent/resolve over-expenditure issues.

• Reconciles all grant expenditures for accuracy and consistency with allowable expenditures specific to each grant in accordance with applicable University and RI restrictions.

• Prepares periodic status reports, variance analyses, and forecasts of project-end financial sufficiency to the Department Administrator, the Vice Chair for Research, the Department Chair and Associate Chair regarding current and projected financial status of research projects.

• Provides analysis of budget variances and suggests corrective actions.

• Develops and maintains projection models based on history of recurring categorical expenditures with factor adjustments for non-recurring expenses.

• Advises Faculty and research personnel of revised regulations and institutional procedures that impact their research programs.

• Provides information, advice and technical assistance when requested and participates in informational and planning meetings with the Department Administrator, the Vice Chair for

• Research the Department Chair and Associate Chair regarding key issues of concern including variances, inconsistencies, re-allocations, etc.

• Required to analyze and interpret financial reports and to identify issues for corrective action.

• Determines legitimacy of concerns and identifies and implements solutions as applicable and directed.

• Helps develop grant applications, ensuring the technical and structural compliance of all applications with all requirements of the granting agencies, timely submission, and generation of reports. Provides technical assistance regarding post-award management on an interdepartmental basis including support to KUMC Research Administration, Workday, and other grant accounts management personnel.

• Responsible for grant and contract pre-award and post-award administrative activities, including completion of funding agency proposal documents; creating detailed budgets; work closely with the principle investigators to gather and maintain all additional materials to be submitted in the proposal packet (proposal routing sheets, bio-sketches, letters of support, environment section, subcontracts, loading materials in MySponsored Projects, etc.).

• Ensures the appropriate payment of salaries, contracts, and bills; ensures supplies and materials are appropriately ordered and accounted for.

• Responsible for the oversight of processing of all grant requisitions in an accurate and timely manner for supplies, equipment and services and maintains appropriate accounting records including integrity of object codes, account codes, compliance issues, etc.

• Oversees billing and reconciles credit card and other statements with organizational accounts and budgets. Maintains current knowledge of restrictions, practices, and documentation requirements.

• Verifies, tracks and re-certifies effort certification reports in accordance with federal and institutional guidelines.

• Coordinates with the Department Administrator in all payroll functions to include preparation of personnel SAF forms and all new employee/hiring functions as well as completing all required paperwork for off-boarding of current employees.

• Maintains current working knowledge of State of Kansas, KUMC, KUMC-RI purchasing policies, protected vendors, software registration requirements. Maintains a proficient skill level currently installed version of Workday, Adaptive and other financial management systems. Maintains a proficient skill level with advanced features of spreadsheet application software.

• Assists with submission of annual progress reports for funded grants, meeting both internal KUMC guidelines and external federal guidelines, when appropriate.

• Attends monthly meetings of the Department of Pediatrics Research & Scholarship Committee, and keeps track of the budget for the committee, including expenditures, internal grants, travel, etc.

• Attends monthly meetings of the Department of Pediatrics when updates regarding grants and research support are requested.

• Attends budget load training and assists with budget load each year.

• Other duties as assigned.

Required Documents:

• Resume/CV

• Cover letter

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus nine paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:
Regular
Time Type:
Full time
Rate Type:
Salary

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:
$65,000.00 - $99,000.00

Minimum

$65,000.00

Midpoint

$82,000.00

Maximum

$99,000.00